Zanele Mngomezulu
Senior Assistant Officer
Bloemfontein
Summary
As a Senior Assistant Officer, I aim to create a welcoming, highly efficient operating environment for colleagues, students, other UFS staff, and any external entity I work with.
Overview
12
12
years of professional experience
Work History
Senior Assistant Officer
UFS Engineering Sciences
04.2021 - Current
- Provide administrative and secretarial support to the Department
- Manage correspondence between internal staff, students, the university community, and External
- Make sure there is enough provision and replenishment of material in the office
- Assist and support the work of the HoD as needed
- Maintain a physical and electronic filing system for office records (Finance, Staff, students and general)
- Manage and coordinate events and meetings
- Book venues and ensure they comply with the Occupational Health and Safety protocols
- Ensure information is kept safe and secure to maintain confidentiality
- Answer and manage calls
- Maintain trust and open relationships with other departments at UFS and other stakeholders in the department's operations
- Record and distribution office Assets
- Compile, update and renew contracts for External lectures, Researchers and Student assistants
- Liaise with the Dean’s office and HR office
- Arrange meetings
- Make and submit travel arrangements for all department staff, research fellows, visitors, and guest speakers through the University of the Free State's financial systems
- Submit and monitor journal requests
- Request for quotations from service providers
- Capture requisitions and F1 Claims
- Capture Ad-hoc Claims
- Provide purchase orders to suppliers
- Process invoices for the payments of service providers
- Create and distribute invoices
- Order office stationery, equipment and supplies
- Submit and manage service requests (repairs, faults, general maintenance)
- Track spending and keep a record of all financial documents
- Ensure the finances are aligned with university procedures, processes, and policies
- Regularly attend financial training to keep up to date with UFS processes
- Manage changes and update the Gradebook system
- Capture all department’s module assignment marks, semester marks, and exam marks on Gradebook as a sole custodian for the center’s Gradebook
- Record student information on a shared drive and in student files
- Exam timetable arrangements
- Booking appointments for students with Lecturers
- Solving student inquiries
- Assist with first-year selections
- Liaise with students, parents, and alumni
- Support tutors with dept events & student inquiries
- Assist students with registration inquiries
- Print Lecturer Material (Tests, registers, Exam papers)
- Arrange moderation for modules
- Scan lecture material
- Order module Textbooks from suppliers
- Manage and coordinate staff events
- Managing Quality Assurance for lecture modules
Assistant Officer
UFS Engineering Sciences
04.2018 - 03.2021
- Planning, sourcing attendants, Preparing documentation, catering, preparing the venues, quotations & invitations, Uploading Applicant Data on the Funders system (MerSETA NSDM), Submitting project documents, and sorting project-related inquiries
- Answering screening and forwarding incoming phone calls, Stationery ordering, being an assistant hostess during Dept
- Events, Messenger, keeping record of stationery, Library Books, and student numbers, Filing, Text Book ordering before a semester begins, Assisting tutor/Lectures with student events and communication, Semester Time table & Exam Schedule plotting
- Stand in for Financial Officer by processing requisitions, F1 Claims, and Approving Financial requests on PeopleSoft
- Set up for module weights, loading marks, Publishing marks, Keeping file records up to date, Downloading class lists, Checking proof of Registers every semester
Administrative Assistant
Dawn Wing Couriers
02.2013 - 03.2018
- Oversee reception area – welcome, greet, and assist clients
- Billing of Bloemfontein customers and processing credit notes
- Keep a record of credit notes to be able to monitor progress
- Issue receipts to couriers regarding COD (cash on delivery) money received
- Ensuring new clients are handled correctly and efficiently by providing stationery and booking collections
- Issuing out quotations and drive away prices to clients
- Managing of cash waybills (Balancing and banking the cash received)
- Ordering stationery when needed
- Managing petty cash
- Managing switchboard and assisting with telephonic queries
- Rendering service to Herbalife customers
- Ensuring that the correct rates are loaded for new customers
- Tracking and tracing customer parcels
Education
N6 - Management Assistant
Maluti TVET College
Skills
- Office Management
- Academic Administration
- Project Management
- Financial Management
- Communication
- Problem-Solving
Leadership Experience
I have successfully led the Uteach and GBI projects by administering them and creating relationships with the funder and other University of the Free State staff that was involved. That led me to get a promotion from Assistant officer to Senior Assistant officer.
Timeline
Senior Assistant Officer
UFS Engineering Sciences
04.2021 - Current
Assistant Officer
UFS Engineering Sciences
04.2018 - 03.2021
Administrative Assistant
Dawn Wing Couriers
02.2013 - 03.2018
N6 - Management Assistant
Maluti TVET College
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